Please note: this article is only applicable to websites built after November 2018.
This article explains how to add staff to your website, setup website login access, edit existing staff profiles or remove staff.
The Staff Management" is where you can access staff that show on your Staff page for your patients. From here, you can also add an email address to a user account, and enable Website or FPMS access should you want the user to be able to edit your website, or access the backend FPMS section.
In this article:
- Add a new member of staff
- Displaying members of staff on your website
- Remove an existing member of staff
- Edit an existing member of staff
- Edit, add or remove staff categories
- Related Articles/See Also
Adding a new member of staff
Log into the website as an editor and choose 'Staff Management' from the editor menu.
Click the '+Create Staff' button at the top of the page
On this screen you will see a page with optional and mandatory boxes to fill in for the staff member.
Details for each section:
Profile Picture – You can add an image for the staff member that can be displayed in various formats on the staff page.
Images can be displayed on the staff list in the following ways:
Title – There is a drop down menu to select a Title. The options are Mr, Mrs, Miss, Ms and Dr.
First name – The first name box is the only standard mandatory box. This will be where you input the staff members first name. If you would only like to display their surname you can instead input their surname into this box and leave the Last Name box blank.
Last name – This will be the staff members last name.
The first and last name will be displayed as:
Gender – There is a drop down menu to select a gender from. The options are Female, Male, Non-Binary and Other.
Gender is displayed as:
Email – You only need to add an email address if you want the user to login to the website or have access to FPMS.
When they are enabled this become a mandatory box. You will need to input the staff member's email address as you can then send an email for them to set a password on the account.
Categories – You will need to choose a category for the staff member if you'd like them to display on the staff page. If you have not got the correct category, you can create a new category as shown within the ‘Add, remove or edit category’ section.
Categories will be displayed as a section header as follows:
Location – If the practice has branch sites, you can choose which branch site to apply the staff to. You will have the option of all sites, or each branch site enabled within the sites section. You can then change the Staff page to either display all staff or a specific branch site's staff.
Level – This will restrict their account from accessing parts of FPMS. If you are only wanting to display a staff member on the staff page then they will need to be set to Level 1. If you are looking to make them an admin and allow them editor access for FPMS and the website they will need to be Level 4.
Website Editor – Enable this to allow the user to log in to the website front-end to edit content and manage pages. You can toggle this option on or off depending on what access the member of staff needs.
FPMS Login – Enable this to allow the user to log in to FPMS to manage online form submissions via the Form Manager tool. You can toggle this option on or off depending on what access the member of staff needs.
Qualifications – These qualifications will appear visible below the staff member’s name but above the Staff Profile section if any have been added. This box is useful to add any qualifications for the GP staff member’s you’d like to display.
The qualifications will be displayed as:
Staff Profile – These notes will be visible below the staff member’s name on the staff page. An example of this is in the Practice Management section you can add ‘Practice Manager’ and ‘Deputy Practice Manager’ below their pictures to differentiate between roles. You can also add some information about the staff member.
The public notes will be displayed as:
Once you are happy with the staff profile you will then need to click 'Save' at the bottom of the page.
Additional note If there are any mandatory fields not filled in correctly it will give you an error message letting you know which field is incorrect.
When the staff profile is complete, if you have toggled on either the Website Editor or FPMS Login you can then send a welcome email to the staff member. This will allow them to set a password on their account.
This is done on the Staff Management page by click the Email icon in the right column within their row.
Displaying members of staff on your website
Once a category has been set, staff members should automatically be added to the staff list. If for any reason this is not the case, you can manually enable them by navigating to the website staff page whilst logged in as an editor and click edit on the staff widget.
This will then open up a menu on the left with all the staff members. You will need to tick the newly added staff member/s and click save at the bottom. If you are adding multiple staff in the same category you can click the 'select all' button if all staff members are to be displayed.
If the categories are displayed in the incorrect order you can click on the category header and drag the header to the desired location within the list.
If the staff members are displayed in the incorrect order you can click on the staff member’s name within the list and drag them to the desired location. The staff member can only be moved within the category it has been set.
Finally click the save button at the bottom and the new staff will then be showing on the website.
Removing a member of staff
Log into the website as an editor and choose 'Staff Management' from the editor menu.
On this page, you will see a list of all staff members currently present on the website. On the right-hand column you will see up to three icons: Edit icon, trashcan icon and email icon.
Click on the trashcan icon within the staff member's row to remove the member of staff. You will have a pop up to confirm you would like to go ahead with the deletion. Click OK on this pop up and the staff member will be deleted.
Alternatively, if you are temporarily removing a staff member you can click edit on the staff widget on the website, untick the staff members name then click ‘Save’ at the bottom. This allows you to easily re-add the staff member once they return to work.
Editing an existing member of staff
Log into the website as an editor and choose 'Staff Management' from the editor menu.
On this page, you will see a list of all staff members currently present on the website. On the right-hand column you will see up to three icons: Edit icon, trashcan icon and email icon.
Click on the edit icon within the staff member's row to edit the member of staff.
You can make any changes needed and click 'Save'. To see the options and what they do please see within the 'Adding a new staff member' section.
To add, remove or edit staff categories
Log into the website as an editor and choose 'Staff Management' from the editor menu.
On the Staff Management page, you will need to click the 'Staff Categories' button at the top of the page.
This will open a menu with your existing categories.
There are three categories that cannot be deleted or have their name changed which are Doctor, Nurse, and Practice Management.
To add a new category you will need to click the ‘Add new Category’ button
This page will give you three options for the category:
Name – This will be the name of the category that is displayed above members of staff within the staff page
Description – You can add a description to help patients gain an understanding of the responsibilities of different roles within the practice
Is description visible – This will need to be toggled on to show the description if one has been added. If a description is added and this option is toggled off, the description will not be displayed on the staff page.
The description will appear below the category name and above any staff members within the category as follows:
To edit an existing category you will need to click on the edit button next to a category within the Staff categories page.
This will then give the the options from the above section. If the category is one of the core three options you will not be able to update the name of the category. These categories are Doctor, Nurse, and Practice Management.
To enable/disable a category description, you can choose from 2 methods.
The first method can be done by editing the specific staff category and toggling the 'Is description visible' option to 'Off'
The second option can be done within the staff page. You will need to click edit on the staff widget on the staff page.
Then navigate to the category that you are looking to enable/disable the category description. Under the category title there will be a slider for the description for ‘Show’ and ‘Hide’. To display the description set the slider to ‘Show’. To disable the description set the slide to ‘Hide’
To delete a category, you will need to click on the trashcan icon next to a category within the Staff categories page.
A pop up will display to confirm that you would like to delete the category. Click 'OK' and the category will be deleted.
Related links/See Also
How to add a new page
Page Manager Overview
Menu Manager Overview
Working With Rows And Columns
Working with rows
Using Widgets
Keywords/meta tags
staff, fpms, doctors, nurses, management, team